Job Description

Administrative Assistant Position (Part-Time)

Are you an experienced client care team member who is passionate about making a meaningful difference in people's lives?

Are you an outgoing, detail-oriented, and efficient professional looking to make a real impact?

Are you seeking a part-time job and ready t

o be part of a vibrant team?

JOB DESCRIPTION

Our Administrative Assistant/Clinic Coordinator position is a

part-time position responsible for carrying out the administrative duties and procedures that support the effective and efficient delivery of mental health services by the therapists and the Clinic Director. As the first point of contact for clients, this position plays an instrumental role in creating an environment that is safe and welcoming. Comfortable with technology, the Client Care Team has a strong ability to prioritize while maintaining flexibility of their duties and tasks, dependent on client and therapist needs.

This

position is designed to be part time and is not expected to change to full-time hours in the future.*
It will be

remote to start, with the

potential to transition to in-office workwith our office expansion.

The position is NOT SUITABLE FOR STUDENTS

or those who plan to return to school

due to the variable schedules school often involves. We are seeking a Candidate who wants to learn and grow with us!

PLEASE NOTE: Unqualified candidates and candidates who do not complete the screening questions or submit all required application materials will not be considered.

ROLES & RESPONSIBILITIES:

Front Desk Support:

Provide exceptional support to our counselling practice, assisting with client bookings, payments, managing intake & consent forms, matching potential clients with skills, interests, schedule, and cost of our therapists. Assist and support practitioners and senior office staff with bookkeeping and billing.

Client Interaction:

Answer client calls and emails, conduct intake calls, and process payments with professionalism and compassion, giving VIP service to each client. Respond to client concerns and questions.

Quality Assurance:

Ensure all administrative tasks are completed accurately, including follow-ups on payments, securing payment information, uploading secure documents, and practice metric tracking. Manage booking software, including schedules and treatments offered.

Office Maintenance:

Manage office supplies, maintain clinical files, and confirm claims with insurance companies.

SKILLS & ATTRIBUTES OF OUR IDEAL CANDIDATE:

Dynamic, self-motivated individual with the ability to work independently, proactively, and well under pressure Detail-oriented Sound judgment and problem-solving Flexibility; the ability to change priorities of daily work as required Strong communication skills, with the ability to communicate professionally and with compassion and patience when dealing with challenging clients Able to stay extremely organized, thinking 10 steps ahead, and have the ability to see the big picture with an entrepreneurial mindset Juggling multiple projects and to-do's simultaneously is no problem for you -- you work well under pressure, meet deadlines, and keep promises Tech savvy (we are a paperless practice and everything is online) An appetite for innovation and simplicity, and highly process-oriented Working autonomously comes easy to you but you also love collaborating with a talented team Considerable experience using the

Google Drive Suite

, Gmail, Dropbox, and Windows in a work environment You have a passion for helping others, as you will be the primary point of contact for our clients

Knowledge of Jane App scheduling software is an asset (please highlight this in your cover letter)

EDUCATION & EXPERIENCE:

Post-secondary education in administration, business or a related field; comparable job-based experience will be considered 3-5 years of administrative/office reception experience; preference will be given to candidates with experience in a related field Fluency with standard office-related software is required Some understanding of, or experience in, the mental health field preferred A combination of education and experience will be considered Experience with third-party billing, insurance companies or financial matters is considered an asset.

BENEFITS OF JOINING OUR TEAM:

Competitive Compensation Paid Time Off Supportive Environment Remote Work (the position is for

remote work

, with the

potential for in-office work

with our office expansion)

HOURS OF WORK:

This is a part-time position of approximately 20-30 hours per week. The perfect applicant will be looking for an opportunity that allows them some flexibility in their hours, and who also has flexibility to offer.

Preference will be given to candidates who live in the Greater Vancouver Area.

COMPENSATION:

$21 / hour

APPLICATION PROCESS:

To be considered for this position, please submit the following:

Cover letter & resume

(submit both on Indeed) Respond to all

applicant screening questions

on Indeed Complete and submit your

Big 5 personality test results

(https://www.123test.com/personality-test/). Please email your results to reception@oceansidepsychology.com (only the free Standard Results are needed)
Candidates being considered will be invited to answer a few pre-interview questions. Interviews will then be scheduled with the owner for the shortlisted candidates.

We thank all applicants for their interest. Only those under consideration who submit all application materials following the instructions above will be contacted.

ABOUT US:

Located adjacent to the Production Way-University SkyTrain station in North Burnaby, Oceanside Psychology Group is committed to providing counselling and psychological services to individuals, couples and families that help them transform the way they experience, express, and relate to their emotions and each other. We are committed to creating a welcoming, safe place for people to heal and grow and to creating a community of professionals devoted to excellence in care, ongoing learning, and collegial support.

Please note that we are unable to consider past or present clients for this position.*

For more info on our practice, we invite you to visit our website: oceansidepsychology.com

Thank you for your interest in joining our team!

Job Type: Part-time

Pay: From $21.00 per hour

Expected hours: 20 - 30 per week

Application question(s):

1. Education: (a) Are you currently enrolled in an academic program, planning to return to school, or considering future studies? (b) What is the highest level of education you have completed? 2. Are you only looking for part-time work? 5. If your typical shift is "X" (e.g., Monday-Wednesday), are you open to occasionally covering additional hours when needed? 6. Do you have a private space to work from home with a reliable internet connection? Are you able to work in the office, if needed? 7. On a scale from 0 to 10, how would you rate how much you like talking on the phone to new clients in a receptionist/client booking function (where "0" is "not really, but if I have to" and "10" is "oh my gosh, I love it!")? 8. On a scale from 0 to 10, how good are you at switching hats (where "0" is "not great...I like to focus on one type of task and keep doing that" and "10" is "I'm amazing...the more variety, the better!")? 9. On a scale from 0 to 10, how comfortable are you with technology (where "0" is "I avoid it at all costs" and "10" is "I love it and I am a quick learner!"). 10. Have you used Jane App electronic scheduling software in a professional capacity (i.e., in an administrative role)? Please elaborate. 11. On a scale from 0 to 10, how good are you at keeping a secret (where "0" is "ohhh...I'll probably tell my best friend" and "10" is "my lips are sealed!")? 12. How much advance notice would you typically need to pick up extra shifts? 13. Do you anticipate wanting full-time work in the next 6-12 months? 4. What days/times are you available to work? 3. Are you currently working anywhere else or considering another job? If you are working elsewhere, what are your plans for that job if you join our team part time?
Experience:

administrative/office reception: 3 years (required)
Work Location: Hybrid remote in Burnaby, BC V5A 4R4